Executive - Admin

Job Title: Executive - Admin

Role Purpose:

The Executive - Admin is responsible for managing the administrative functions of the Khalid Bin Sultan Al Qasimi Humanitarian Foundation (KSQF). This includes overseeing office operations, maintaining records, providing HR support, and handling basic financial tasks. The role ensures effective communication and coordination between the KSQF team and the Alef team, which provides support services. The Executive - Admin ensures that all administrative activities run smoothly and efficiently, supporting the foundation’s overall mission and goals.

Accountabilities:

- Administrative Management:
- Manage the Director’s calendar and schedule.
- Support the Board with administrative tasks as needed.
- Oversee daily office operations to ensure smooth workflow.
- Maintain accurate and organized records, including employee files, financial documents, and program reports.
- Provide HR support, including recruitment, onboarding, and employee relations.
- Assist with simple financial tasks such as claims, expense tracking, and reporting.
- Handle communication and correspondence, including emails, phone calls, and mail.
- Coordinate meetings, events, and travel arrangements for staff and external stakeholders.

- Support Services Coordination:
- Act as the primary point of contact between the KSQF team and the Alef team.
- Facilitate effective communication and collaboration between the two teams.
- Coordinate support services provided by Alef, ensuring they meet the needs and expectations of the KSQF team.
- Address and resolve any issues or concerns related to support services promptly.
- Maintain records of interactions and service requests between KSQF and Alef.
- Monitor performance of support services and provide feedback to improve efficiency and effectiveness.
- Prepare regular reports on the status and quality of support services provided by Alef.
- Participate in meetings and discussions related to support services and represent the KSQF team.

- Compliance & Safety:
- Ensure compliance with workplace policies and procedures for risk identification, assessment, and control.
- Participate in health and safety management activities and report any risks, incidents, or accidents.

Communication & Working Relationships:

- Internal:
- KSQF team
- Director
- Head of Programs
- Partnership & Fundraising Manager
- Alef team
- The Big Heart Foundation (TBHF) team
- Board of Trustees

- External:
- Vendors, service providers, external stakeholders

Desired Candidate Profile:

- Competencies:
- Organizational Skills: 4
- Communication: 5
- Attention to Detail: 4
- Problem-solving Skills: 4
- Time Management: 4
- Coordination: 4
- Relationship Building: 4
- Interpersonal Skills: 3

- Experience & Qualifications:
- Bachelor’s degree in Business Administration, Management, or a related field preferred.
- Minimum of 3 years of relevant experience in administrative support, office management, or liaison/coordination roles.

- Knowledge & Skills:
- Fluency in Arabic and English is a must.
- Strong business writing skills in Arabic and English.
- Excellent organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to handle confidential information with discretion.
- Detail-oriented with the ability to manage multiple priorities.
- Strong problem-solving skills and ability to address issues promptly.
- Proficiency in using communication and coordination tools and software.
- Basic knowledge of financial and HR principles is a plus.
- Ability to work independently and as part of a team.